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Job Title: Procurement & Administration Coordinator (Contract Administration & AR Documentation)Location: Pune

Shift: US Shift

Experience: 1 - 3 Years

Job Summary: We are looking for a detail-oriented Procurement & Administration Coordinator to support contract administration and Accounts Receivable (AR) documentation processes. The ideal candidate will be responsible for managing contract documentation, coordinating with internal teams and subcontractors, maintaining contract records, and preparing complete billing documentation using BuildOps and AppSmith. The role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks while meeting deadlines.

Key Responsibilities1. Contract Administration

- Manage multiple contracts from initiation through completion.
- Review contract documentation and email communications to identify pending actions and delays.
- Coordinate with internal teams and external subcontractors for timely contract execution.
- Ensure all required documents are received, completed, and signed within defined timelines.
- Update internal systems with the latest contract status throughout the contract lifecycle.

2. Procurement & Email Management

- Monitor and manage the shared contract administration mailbox.
- Respond promptly to contract requests from internal stakeholders.
- Prioritize requests and ensure timely follow-up until resolution.
- Maintain professional communication with internal teams and external vendors.

3. Follow-up & Stakeholder Coordination

- Follow up with subcontractors, executives,



and internal departments for pending documents and approvals.
- Escalate pending items through phone calls or alternative communication channels when required.
- Track outstanding requests and send follow-up reminders within 23 days.
- Ensure timely completion of all contract-related activities.

4. Document Management

- Prepare, organize, upload, download, rename, and maintain electronic contract files.
- Obtain document signatures using DocuSign or email.
- Maintain complete, accurate, and organized contract documentation.
- Ensure all files are properly stored and accessible.

5. BuildOps & AR Documentation

- Monitor completed service and maintenance jobs in BuildOps.
- Review jobs that are ready for billing.
- Download required billing backup documents, including:

- Technician Reports

- Customer Timesheets

- ICSC Timesheets

- Visit Reports

- Material Invoices

- Purchase Orders

- Proposals

- Maintenance Checklists
- Time & Material (T&M;) Proposals
- Upload all required documentation into AppSmith with accurate details.
- Validate document information, including invoice numbers, vendor details, dates, and document types.
- Resolve validation errors before submission.

6. Quality Assurance & Process Compliance





- Verify all required billing documents are complete and accurate.
- Identify missing documentation or discrepancies and resolve them before invoice processing.
- Maintain organized billing records to support Accounts Receivable.
- Ensure compliance with company procedures and customer documentation requirements.

7. Administrative Support

- Maintain accurate records of contract activities and documentation status.
- Assist in identifying opportunities to improve contract administration and documentation processes.
- Follow company policies and standard operating procedures.

Required Skills & Qualifications

- Bachelor's degree in Commerce, Business Administration, or a related field.
- 1–3 years of experience in Contract Administration, Procurement, Administration, Documentation, or Accounts Receivable support.
- Experience with BuildOps, AppSmith, or similar ERP/field service management software is preferred.
- Familiarity with DocuSign or electronic signature platforms.
- Good understanding of contract documentation and invoice support processes.
- Proficiency in Microsoft Office (Excel, Word, Outlook) and PDF document management.
- Excellent verbal and written communication skills.
- Robust organizational and multitasking abilities.
- Ability to work independently in a fast-paced environment.

Key Competencies

- Contract Administration
- Procurement Coordination
- Documentation Management
- Accounts Receivable Support
- Data Accuracy
- Process Compliance
- Time Management
- Attention to Detail
- Stakeholder Coordination
- Problem Solving
- Professional Communication

📌 Junior Process Executive (Pune)
🏢 IBN Technologies
📍 Pune